Mareena Deepak

Assisting the MD in all his day to day activities.

Organizing MD's travel arrangements (including flight & hotel bookings, visas, car rentals etc).

Diary & Meeting managements.

All duties related to HR & Staff information.

Office Administration duties as well as helping the Senior Accountant with the PRO duties like license renewals, car registrations & renewals, Staff accomodation rentals & renewals, etc.

Incharge of office technical setup overview etc.

Promoted to Senior Executive Secretary to MD in Jan 2014.

-- Provide a personalized level of attention to ensure needs are met & maintained.

-- All responsibilities pertaining to administration (Reception, Administration, & HR).

This includes roles of meeting arrangements, preparing minutes of meetings, domestic & international travel arrangements (including flights, hotel stays & ground transportation), self-correspondences, filing etc.

-- Participate in all phases of planning, organization & development of the systems, rules & methods to ensure total business growth & smooth workflow along with increased profit margins.

-- Manage all stages of translation projects, monitoring workflow, ensuring the highest level of performance in terms of efficiency, quality and customer satisfaction.

-- Marketing and liaising with the other part time marketing team on calls and to increase the clientele.

-- Full Office administration setup to business continuation plan, Coordinate and recruit external linguists and monitor translation delivery in accordance with agreed deadlines and in appropriate format.

-- Maintenance of databases on Customers, freelance translators & interpreters, including International translation agencies.

-- Checking and proof reading all documents before sending to the client.

-- Create and process client and linguist invoices. Maintaining accurate and up-to-date project records.

-- Follow-up on customer payments and accounts assistance in terms of monthly closing.

Accomplishments:

-- Recognized to be promoted as the Office Manager, but had to resign due to personal reasons.

-- Organised & successfully handled the execution of more than 500 trainings.

-- Displayed exceptional skills in Proof-reading, Prioritising & Meeting Deadlines, Diary Management, Travel Arrangements, Minutes of Meetings, Self-Correspondence & day to day assistance to the Office Manager & occasionally to the MD.

-- Full Office administration setup to business continuation plan (Managed the Reception, Administration, HR, Customer Service, Sales departments).

-- Excellent Business Growth through increased profit margins and hiring new staff.

Other Duties & Responsibilities:

-- Proof reading all the training manuals & other official documents before printing & dispatch.

-- Sales co-ordination, trainer allocation, dealing with client queries.

-- Complete in-charge of guest trainer availabilities, itineraries, hotel bookings & meetings.

-- Responsibilities include telephone operation, typing, fax, filing, photocopy, e-mail, internet and self-correspondence (local & international).

-- Preparation of enquiries, quotations, sales reports, follow-up, etc.

-- Preparation of MOH registration documents (for company as well as products registration).

-- Handled MERLIN package - for taking sales reports, verifying stocks & order status, etc.

-- Follow up of payment collection and preparation of payments and receipts.

-- Follow up with the orders, delivery, sales returns, etc.

(Finance department - leave vacancy)

-- Responsibilities include telephone operation, typing, fax, filing, photocopy, self-correspondence, SWIFT operation, TELEX operation, staff time keeping, etc.

(Building Materials & Hardware Co)

-- Responsibilities include telephone operation, typing, filing, fax, photocopy, e-mail, internet, self-correspondence and preparation of enquiries, quotations, LPO, delivery note, invoice, etc. and costing.

(Real Estate & Rent a Car Co)

-- Responsibilities include telephone operation, typing, updating stock position of real estate division and used vehicle division, follow up with customers, filing, fax, photocopy, etc.